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HomeMy WebLinkAboutR2026-143 Fully ExecutedBOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RES'LUTT'N No. 2026 - t t+ e A RESOLUTION TO APPROVE THE AMENDED BYLAWS OF THE KITTITAS COUNTY RECORDS MANAGEMENT COMMITTEE WHEREAS, the Kittitas County Board of Commissioners directed the creation of the Records Management Committee on January 29,2013, and established said Committee on February 13,2013, as noted in Resolution2015-047; and WHEREAS, the Kittitas County Records Management Committee (RMC), having reviewed and updated its Bylaws, has approved the final draft for presentment to the Kittitas County Board of Commissioners (BoCC) for review and approval; and WHEREAS, the BoCC has the authority to establish and alter Committee Bylaws by resolution The BoCC concurs with the Bylaws as written, and desires to have these Bylaws implemented and used in the perforrnance of the RMC, which are attached hereto and incorporated by this reference; and NOW THEREFORE, BE IT RESOLVED that the Kittitas County Board of Commissioners affirms and adopts the Kittitas County Records Management Committee's newly revised Bylaws. ftrDATED this day of 2026, at Ellensburg, Washington. BOARD OF COUNTY COMMISSIONERS KITTITAS COLINTY,WASHINGTON ABSENT Commissioner the Page 1 of 2 APPROVED AS TO FORM Prosecutor'/Deputy Prosecutor Page 2 of 2 Mission Statement: Managing Kittitas County records through efficient, secure, and compliant practices, ensuring the integrity, accessibility, and preservation of information. To serye the public, support operations, and meet statutory (legal) requirements. Bylaws of the Kittitas County Records Management Committee Article l: Name The name of this body shall be the Kittitas County Records Management Committee (RMc). Article ll: Authority and Purpose Authority. The BoCC directed the creation of the RMC on January 29,2013 and was discussed in a BoCC Special Meeting on February 13,2013. The RMC Bylaws were adopted pursuant to Resolution 2015-047 on March 3,2015 and the Records Management Policy was revised on February 17 ,2013 via Resolution 2015-033. Purpose. The purpose of the RMC is to reduce risk to the County and individual offices by standardizing training, creating records management resources, and empowering employees through education on records management processes and best practices.. Advisory Status. The RMC serves in an advisory capacity only and has no independent authority to bind the County unless expressly authorized by the BOCC. Article lll: Membership Composition. The RMC shall consist of at least one member from each county departmenVoffice/branch of government. Appointment. Members shall be appointed by the Department Head/Elected Official. The Prosecutor's Office shall appoint a Deputy Prosecutor as Legal Counsel and advisor to the RMC. Upon a vacancy with the RMC, of a department or office, the Chair will reach out to the Department Head/Elected Official to encourage that person to appoint a new representative. 1 2 3 1 2. 3 4 5 Participation: if there is lack of participation by any member of the RMC, the chair will reach out to the DH/EO to inquire. LegalAdvisor Article lV: Officers 3. Duties. Article V: Meetings 1 2 Officers. The officers of the RMC shall include a Chair, Vice-Chair, and Clerk Election and Term. Officers shall be elected by the RMC from among its members and shall serve for two years. First meeting in January, the election will be held to determine new roles, recommendations and requests to hold a position shall be discussed at the December meeting prior to the end of the second year. The election for new officers will be held at the first meeting of the year. Nominations will take place during the December meeting prior to the election or on the floor in January. o Chair - Preside over all regular meetings and represent the committee. Attend or designate a committee member to attend meetings with the BoCC, Management Team, or other County Committees to address matters related to Records Management. Call special meetings as needed.o Vice-Chair - Act in the absence of the Chair. r Clerk - Ensures minutes and records are maintained. Prepares meeting agendas and distributes documents to the members. Clerk will notify committee members of any special meetings or changes to regularly scheduled meetings. Regular Meetings. RMC shall hold one regular meeting per month, on the second Wednesday of every month at 10 am at the Prosecutor's Office conference room. Special Meetings. Special meetings may be called by the Chair or the Vice-Chair as needed. Notice. lf there is a need to change the regular meeting schedule and/or location or schedule a special meeting notice shall be provided as soon as practicable to the members. Article Vl: Quorum and Voting 1 2 3 1 Quorum Ten members, including the Chair or Vice-Chair, are required to form a quorum. Voting. Any action that needs the vote of the RMC at a regular or special meeting shall require a quorum. A simple majority of the voting members present are required for the vote to pass. Each member shall have one vote. The presiding officer would be the deciding vote only in the event of a tie. 3. Actions requiring a vote Article Vll: Duties and Responsibilities of Committee Members Members willattend and actively participate in committee meetings and discussions. Members will also review and recommend records management policies, procedures, and best practices. Members will follow the duties and responsibilities as listed in the County's Records Management Policies and Procedures. Article Vll: Records and Public Disclosure RMC records, including agendas, minutes, and reports, shall be maintained in accordance with the applicable record retention schedule. RCM records are public records and as such are subject to the Public Records Act. Article lX: Amendments These bylaws may be amended by a majority vote of the members, subject to the approval of the BOCC. Article X: Dissolution The RMC may be dissolved by the BOCC, at its discretion 2 Mission Statement: Managing Kittitas County records through efficient, secure, and compliant practices, ensuring the integrity, accessibility, and preservation of information. To serve the public, support operations, and meet statutory (legal) requirements. Bylaws of the Kittitas County Records Management Committee Article l: Name The name of this body shall be the Kittitas County Records Management Committee (RMc). Article ll: Authority and Purpose Authority. The BoCC directed the creation of the RMC on January 29,2013 and was discussed in a BoCC Special Meeting on February 13,2013. The RMC Bylaws were adopted pursuant to Resolution 2015-047 on March 3,2015 and the Records Management Policy was revised on Febru ary 17 ,2Q13 via Resolution 2015-033. 2.Purpose. The purpose of the RMC is to reduce risk to the County and individual offices by standardizing training, creating records management resources, and empowering employees through education on records management processes and best practices. Advisory Status. The RMC serves in an advisory capacity only and has no independent authority to bind the County unless expressly authorized by the BOCC. Article lll: Membership Composition. The RMC shall consist of at least one member from each county departmenUoffice/branch of government. Appointment. Members shall be appointed by the Department Head/Elected Official. The Prosecutor's Office shall appoint a Deputy Prosecutor as Legal Counsel and advisor to the RMC. Upon a vacancy with the RMC, of a department or office, the Chair will reach out to the Department Head/Elected Official to encourage that person to appoint a new representative. 1 3 1 2. 3 4 5 1 2 Participation: if there is lack of participation by any member of the RMC, the chair will reach out to the DH/EO to inquire. LegalAdvisor Article lV: Officers Article V: Meetings Article Vl: Quorum and Voting 1. Quorum. 3 Officers. The officers of the RMC shall include a Chair, Vice-Chair, and Clerk Election and Term. Officers shall be elected by the RMC from among its members and shall serve for two years. First meeting in January, the election will be held to determine new roles, recommendations and requests to hold a position shall be discussed at the December meeting prior to the end of the second year. The election for new officers will be held at the first meeting of the year. Nominations will take place during the December meeting prior to the election or on the floor in January. Duties. a Chair - Preside over all regular meetings and represent the committee. Attend or designate a committee member to attend meetings with the BoCC, Management Team, or other County Committees to address matters related to Records Management. Call special meetings as needed. Vice-Chair - Act in the absence of the Chair. Clerk - Ensures minutes and records are maintained. Prepares meeting agendas and distributes documents to the members. Clerk will notify committee members of any special meetings or changes to regularly scheduled meetings. a a 1 2 Regular Meetings. RMC shall hold one regular meeting per month, on the second Wednesday of every month at 10 am at the Prosecutor's Office conference room. Special Meetings. Special meetings may be called by the Chair or the Vice-Chair as needed Notice. lf there is a need to change the regular meeting schedule and/or location or schedule a special meeting notice shall be provided as soon as practicable to the members. 3 Ten members, including the Chair or Vice-Chat, ate required to form a quorum. Voting. Any action that needs the vote of the RMC at a regular or special meeting shall require a quorum. A simple majority of the voting members present are required for the vote to pass. Each member shall have one vote. The presiding officer would be the deciding vote only in the event of a tie. 3. Actions requiring a vote Article Vll: Duties and Responsibilities of Gommittee Members Members will attend and actively participate in committee meetings and discussions. Members will also review and recommend records management policies, procedures, and best practices. Members will follow the duties and responsibilities as listed in the County's Records Management Policies and Procedures. Article Vll: Records and Public Disclosure RMC records, including agendas, minutes, and reports, shall be maintained in accordance with the applicable record retention schedule. RCM records are public records and as such are subject to the Public Records Act. Article lX: Amendments These bylaws may be amended by a majority vote of the members, subject to the approval of the BOCC. Article X: Dissolution The RMC may be dissolved by the BOCC, at its discretion 2